Example of interview summary
Client name: VICO Indonesia
Interviewee: Mrs. Rose Basorie (Contracts Department)
Interviewer: Khoirul Huda, Joseph Judistira
Date/Time: Friday, December 18, 1998 02:00 PM
Place: VICO Headquarters, Jakarta
1. The existing CATS system does not cover many management report needs. A lot of time and
manual work are still required to prepare various management query reports.
2. Some problems experienced in the current system:
2.1. Incorrect number of active contract per department.
2.2. No record separation of contract valued in IDR or USD.
2.3. List of contracts based on high value/GEL classification is not available.
2.4. Historical data on contract using pure Direct Award or Direct Selection/Direct Award
through Limited Tender is not recorded.
3. Mr. Oni Sihono is now specially appointed to manage the information system aspects of Contracts
4. Expectancy for CATS:
4.1. The system should be able to provide information that is accurate, timely and complete.
4.2. Lead time warning capability.
4.3. Automated contract expiry reminder.
4.4. Contract tracking:
4.4.1. In addition of tracking the progress of contract document processing, the system should
also cover performance monitoring during contract execution.
4.4.2. The performance monitoring should be based on quarterly report from the end user.
4.4.3. A more quantitative measure of contract/vendor performance should be established
instead of the qualitative measure currently available.
4.4.4. The result of this tracking is used in disqualification / black list processing and / or next
4.5. Insurance certificate and performance bond:
4.5.1. Insurance certificate and performance bond processing should be integrated and
enforced by the system.
4.5.2. Mr. Jamaluddin Siregar is currently the Insurance manager in VICO.
4.6. Financial system interface:
4.6.1. The system should retain the capability to guard against contract value overspend.
4.6.2. Payment progress information utilization from Finance should be maintained.
4.6.3. The knowledgeable person in Finance regarding this matter is Mr. Bendri.
5. CSF processing:
5.1. The CSF system is established prior to the CATS system.
5.2. It should be possible to integrate CSF into CATS to reduce redundant processing.
5.3. CSF system in Badak is authorized to run independently from the Jakarta system.
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Example of Users’ Requirement
Document ID : RP01.501
Subject : Users’ Requirement
Client Name : VICO Indonesia – Contract Administration and Tracking System
Consultant : ITS
Review Date : Monday, 21 December 1998
Stmt# Users’ Requirement Issue# Problems / Opportunities User
1. The system should be developed 3 Maintenance is difficult due to the P Mrs. Lestari
with an emphasis on ease of shortage of experienced COBOL
maintenance for future system developers.
2. The system should be based on 63 The existing CATS system does P Mrs. Basorie
an open database platform that not cover many management
will enable the user (with the report needs. A lot of time and
proper knowledge and/or manual work are still required to
supporting software) to perform prepare various management
specialized query for dynamic query reports.
3. The system focus on tracking 4 The system requires all data to be P Mrs. Lestari
the contracting procedure ready on entry (no delayed
progress should be emphasized entry/skip facility is available).
instead of contract archiving 5 In practice, contract information P Mrs. Lestari
only. is entered into the existing system
after the contract is signed.
33 CATS should be able to really O Mrs. Wahyudi
track the progress of contract
processing, instead of mainly
involved in archiving only.
89 Sometimes it is not possible to P Mr. Purwono,
enter the insurance data for a Mrs. Dorce
contract since the contract is not
yet entered into the existing
4. The system should be able to 71 In addition of tracking the O Mrs. Basorie
facilitate the monitoring of progress of contract document
contract execution based on the processing, the system should
new quantitative performance also cover performance
indicators that will be monitoring during contract
72 A more quantitative measure of O Mrs. Basorie
should be established instead of
the qualitative measure currently
78 Many end-user departments P Mrs. Lestari
currently do not submit contract
report to Contracts department.
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